This post is the continuation of the lesson Core SharePoint Features. Today we are going to see definitions, types and an example of how to create Columns.

It contains many figures that facilitate the understanding and learning.

Let´s go to another post belonging to this series!

Site Columns

Site Columns are column definitions that can be assigned to multiple lists across multiple SharePoint sites (available at the scope of Site Collection).

Due to the fact they are shared, Site Columns eliminate the need to create repeated columns (redundancy) in each site, ensuring consistency of column metadata. However Site Columns can be copied to Lists and then to belong exclusively to the List, becoming List Columns.

Site Columns and List Columns can be added to Content types*.

Keeping up with our example started in the previous post, now we´re going to create a column called FileType in the library VIDocs, which will contain the definition of the file type that was created or uploaded.

Every time you create a column to your list, preferably add a column based on an existing column, through Settings > Document Library Settings > Add from existing site columns. If the column doesn´t exist (as in this case), firstly we must create the site column and then add it to our library.

In order to create the column go to Site Actions > Site Settings > Site columns (under Galleries), according Figure 1 and 2.

Figure 1 – Site Settings Menu

Figure 2 – Site Settings

Click Create.

Figure 3 – Site Column Gallery

Next step is the column creation, however the selection of the column type to our example is needed. Table 1 displays the existing column types available in SharePoint and their features.

Coluna

Descrição

Single line of text

Columns that collect and display small amounts of text in a single line, including text only, combinations of text and numbers, and numbers that are not used in calculations (such as phone numbers).

Multiple lines of text

Columns that collect and display one or more sentences of text or formatted text.

Choice (menu to choose from)

Columns that display a list of options.

Number (1, 1.0, 100)

Columns that provide a box in which you can type a numerical value.

Currency ($,¥, €)

Columns that provide a box in which you can type a monetary value.

Date and Time

Columns that store calendar or time-of-day information.

Lookup (information already on this site)

Columns that make it easy for you to select information that's already stored on a site.

Yes/No (check box)

Columns that store true/false information.

Person or Group

Columns that display the name of users or SharePoint groups.

Hyperlink or Picture

Columns that display a hyperlink to a Web page or display an image from the Web.

Calculated (calculation based on other columns)

Columns that display information that is based on the result of a formula. The formula can use information from other lists and columns, dates, or numbers. You can use standard mathematical operators.

Table 1 – Existing Column Types

In our example the column FileType must be a column of type Choice and have these elements: Word Document, Excel Spreadsheet, Portable Document Format, Text File, XML File and Image File.

The type of information in this column is: Choice (menu to choose from)

Group

Existing Group: Custom Columns

Addition Column Settings

Description: Type of the File

Require that this column contains information: No

Type each choice on a separate line:

Word Document

Excel Spreadsheet

Portable Document Format

Text File

XML File

Image File

Display choices using: Drop-down menu

Allow “Fill-in” choices: No

Default Value: Choice (Let the field blank)

Table 2 – Column Settings

Figure 4 – New Site Column (1/3)

Figure 5 – New Site Column (2/3)

Figure 6 – New Site Column (3/3)

Click OK to create the Site Column.

After creating the column, we need to configure our library VIDocs to display it. Open the library and go to Settings > Document Library Settings, according Figure 7.

Figure 7 – Document Library Settings Menu

Then click in Add from existing site columns according Figure 8.

Figure 8 – Document Library Settings

A new page will be displayed to select the column, according Figure 9. Select it and click OK.

Figure 9 – Adding columns from existing Site Columns

This way the column will be added to the library VIDocs. In the Figure 10 we can check out the updated library with the FileType column available (and filled).

Figure 10 – FileType Column

Once the column is created, our example will be used in the next part of lesson 1, which continues in the next post, containing explanations about views.

---------------------------------------------------------------------------------------------------------- content types* - Collection of content settings. (To be seen in another lesson) ----------------------------------------------------------------------------------------------------------

This is my debut post of a new section called Troubleshooting. In this section we are going to check out some messages and errors that are displayed when utilizing Sharepoint, an approach in the point of view of a user and administrator.

I believe this section will help everybody with a full solution, thereby avoiding to waste hours investigating problems.

Today I´m presenting a message that is displayed due to a problem with the Microsoft Office installed in the client machine.

Some time ago a client showed me this message when trying to create new documents in a Document Library (Shared Documents):

The document could not be created. The required application may not be installed properly, or the template for this document library cannot be opened. Please try the following: 1. Check the General Settings for this document library for the name of the template, and install the application necessary for opening the template. If the application was set to install on first use, run the application and then try creating a new document again. 2. If you have permission to modify this document library, go to General Settings for the library and configure a new template.

Figure 1 – Alert Message

Both options above didn´t solve my problem, because they didn´t fit in the scenario I had.

What to do? I was sure the problem was in the client environment, but so far I didn´t have a solution.

Googling it, I got an idea of possible bugs, but nothing 100% sure. Some comments pointed out the execution of MS Diagnostics tool to get the solution.

Well done!

This issue occurs due to problems in the user machine, like: Setup Installation, RAM failures, disk failures or the lack of upgrades (Service Pack).

Diagnostic Tool

MS Office Diagnostics is available at:

Figure 2 – Microsoft Office Diagnostics Path

Or through the folder: C:\Program Files\Common Files\Microsoft Shared\OFFICE12\OFFDIAG.EXE

It is a simple application, that can be executed in few steps “Next, Next, Finish”.

Figure 3 – Initial Screen

Basically some verification is performed:

· Check for known solutions – Analyses the recent cases in which MS Office had problems and search for known solutions.

Among all lists and libraries displayed in above tables, we are going to create a library that, besides having all features of a list, offers file storage.

Let´s check the creation of a library using the Library Template called Document Library, which by the way is the same used by Shared Documents library (Fig. 1).

This same example will be used in the next posts of lesson 1.

In order to view the existing libraries in the current site, click in View All Site Content (Fig. 1).

Figure 1 – Main page

Figure 2 displays some lists and libraries grouped by categories. By default they are available through sites every time a new site is created.

Figure 2 – All Site Content

Click Create. We are going to create a new list based on the template Document Library.

Figure 3 – Library Creation

The name of our library is suggestive of adoption and concerns about the utilization of lists for document files storage. It is going to be named VIDocs, as per Figure 4, which means Very Important Documents.

This is the way we should use libraries, just storing important documents.

Some companies insist transforming SharePoint as a file server, but they don´t analyze first some issues concerning Lists size growing and administrative tasks.

Warning: This is a polemic matter that I will bring it again in another post soon. Just store important documents, unless you know exactly what you are doing.

Figure 4 – Library Creation Details

Click New or upload some documents to check how simple it is. Upload lots of files, specially different types such as Word document, Text file, PDF, Excel spreadsheet, etc. If you have Office 2003 Pro or Office 2007, you can use the feature Upload Multiple Documents.

Figure 5 – Documents Upload

There are other ways to bulk upload files that will not be shown in this post. If you are interested to know more about it immediately, please contact me, otherwise I will let a post of Tips and Tricks category available for this purpose.

Lesson 1 continues in the next post, with explanations about columns and views.

---------------------------------------------------------------------------------------------------------- content types* - Collection of content settings. (To be seen in another lesson) ----------------------------------------------------------------------------------------------------------